Clerk of the Board

Job Description

Job Description

SUMMARY: This position is created by the Imperial Valley Healthcare (IVHD) District Board of Directors, and the holder serves at the discretion and pleasure of the Board. Responsibilities include maintaining the official recordings of transcription at Board meetings. Held accountable for all administrative functions essential to supporting the IVHD Board of Directors.

ESSENTIAL FUNCTIONS:

1. Prepares meeting agendas under the direction of the Board President, CEO and the Districts’ Legal Counsel.
2. Maintains calendared master schedule of Board meetings.
3. Posts agendas and gives notice of meetings as required by California Government Code.
4. Compiles, reproduces and distributes meeting packets for Board meetings.
5. Consistently monitors materials of interest for the Board and assures items are included in Board packets.
6. Attends all Board meetings, including special meetings, sometimes on short notice. Transcribes and formats meeting minutes.
7. Maintains the permanent, official records of all meetings as required by the California Government Code and the District’s Bylaws. Maintains Board member’s files, correspondence, and miscellaneous records.
8. Researches and provides information from official Board records as requested by Board members, District legal counsel, Administration, District personnel, the general public, etc. including copies of minutes and other material for the annual financial audit.
9. Coordinates the annual filing of Statements of Economic Interest as required by the District’s Conflict of Interest Code. Obtains Leaving Office Statements and Assuming Office Statements as required throughout the year.
10. Assists with the preparation and filing of Resolutions Ordering Elections, Requesting County Elections Department to Conduct the Election and Requesting Consolidation of Elections pursuant to the California Elections Code.
11. Notifies Board Members and Administration of all calendared/non-calendared agendas.
12. Provides appropriate documentation to various hospital departments regarding the status of Board approved contracts. Provides financial information relative to obligations that the Board has approved.
13. Performs related duties as required.

INTERNAL/EXTERNAL RELATIONSHIPS:

The Clerk of the Board reports to, and works under the direction of the President of the Board of Directors. May receive guidance on Board matters from the CEO, as well as the Districts’ Legal Counsel.

KNOWLEDGE, SKILLS, ABILITIES, AND EXPERIENCE REQUIRED:

1. High School Education or equivalent.
2. Proven capability of organizing work, providing effective follow-up, consistently meeting flexible deadlines. Reliability is critical to the success of the position.
3. Training and/or experience in office practices/skills required. Must be familiar with Microsoft Office software.
4. Experience, training and/or education in recording discussions.
5. Knowledge and understanding of the requirements of the California Government Code Ralph M. Brown Act.
6. Ability to effectively communicate and express ideas, both orally and in writing.
7. Skill and ability to operate a variety of office machines including dictation equipment, personal computers, telephones, fax machines and copiers.

1. Ability to work independently with minimal supervision.

1. Excellent interpersonal skills. Ability to work with others, and work to satisfy Board member’s expectations.

AGE OF POPULATION SERVED:

Newborn  Infant/Pediatric  Adolescent  Adult  Geriatric  All  No Patient Care X